Job Description

General Summary

The Administrative Assistant/Receptionist serves as the central administrative and operational support role at Trident Literacy Association (TLA). This position ensures the smooth daily functioning of the organization by overseeing administrative systems, payroll reporting, records management, facilities coordination, and program support.

The Administrative Assistant/Receptionist plays a critical role in maintaining internal controls, accurate data and recordkeeping, and consistent implementation of organizational Standard Operating Procedures (SOPs). This role requires exceptional attention to detail, strong organizational skills, discretion, and the ability to manage multiple priorities in a mission-driven nonprofit environment.

Essential Duties and Responsibilities

Administrative & Office Operations

• Distribute and manage incoming mail and packages; ensure timely routing of financial, grant, and administrative correspondence.
• Monitor and manage general organizational inboxes (e.g., info@tridentlit.org), responding directly or routing inquiries to appropriate staff.
• Serve as an escalation point for front-office inquiries.
• Maintain organizational calendars, classroom schedules, signage, and school-year calendars.
• Order administrative and program supplies in accordance with inventory and purchasing SOPs.
• Maintain organized digital and physical filing systems, including Google Drive shared drives and document naming conventions.
• Order name tags, business cards, certificates, and other administrative materials as needed.

Data Systems & Monday.com Management

• Manage and maintain Monday.com and Open Time Clock databases, ensuring accurate and timely updates related to student cohorts, attendance status, instructor assignments, NRS levels, testing information, and program participation.
• Move students through appropriate workflow stages (e.g., prospect, waiting list, active cohort, completed) in accordance with program procedures.
• Flag data discrepancies or missing information and notify appropriate directors for resolution.

Financial Administration & Internal Controls

• Create invoices for ESOL students, monitor payments, and maintain supporting documentation.
• Enter staff and instructor hours into Payfluence and verify payroll accuracy.

Program & Attendance Support

• Print, distribute, collect, and verify attendance sheets for ESOL and other applicable programs.
• Enter student attendance, pre-test instructional hours, and instructor hours into OpenTimeClock and other required systems.
• Coordinate with ReEmployAbility volunteers to ensure accurate attendance data entry.
• Prepare, distribute, and track end-of-semester surveys; organize survey data by class and instructor.
• Produce and distribute certificates of completion in accordance with program criteria and procedures.
• Support student intake processes by collecting documentation and coordinating with program directors.

Human Resources & Compliance Support

• Support onboarding and offboarding processes for staff and instructors.
• Maintain staff training and compliance records, including FERPA and confidentiality documentation.
• Track required certifications, training completion, and personnel documentation in designated systems.
• Assist with intake paperwork, training documentation, and compliance files for staff and volunteers.

Communication & Coordination

• Serve as a key administrative contact for instructors, volunteers, and program staff regarding operational questions.
• Relay information between instructors, program directors, and administrative leadership.
• Assist instructors with classroom setup, basic technology access, and troubleshooting as needed.
• Escalate compliance issues, discrepancies, or operational concerns to the Executive Director promptly.

Other Duties

• Perform other administrative and operational duties as assigned by the Executive Director to support organizational effectiveness.

Knowledge, Skills, and Abilities Required

• Associate’s degree or equivalent professional experience in administration, finance, or nonprofit operations.
• Demonstrated experience with office management, administrative systems, or bookkeeping support.
• Strong attention to detail and ability to follow SOPs precisely.
• Proficiency with Google Workspace, Microsoft Office, QuickBooks Online, payroll systems, and database platforms including Monday.com.
• Ability to manage confidential information with discretion and professionalism.
• Strong organizational, time-management, and problem-solving skills.
• Clear written and verbal communication skills.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.
• Cultural competency and commitment to serving diverse adult learner populations.
• Alignment with the mission and values of Trident Literacy Association.

Physical Requirements

The physical demands described below are representative of those required to successfully perform the essential functions of this position:

• Mobility: Ability to move throughout the office and classrooms; lift and carry light office supplies.
• Manual Dexterity: Ability to operate computers, printers, scanners, and administrative systems.
• Visual and Auditory Abilities: Ability to read documents, view screens, and communicate clearly in person and by phone.
• Work Environment: Ability to work in a fast-paced, multitasking environment with frequent interruptions.

The position is full-time, 40 hours per week. Monday-Thursday 8:30 am to 6:30 pm.

Salary is $41,600 annually.

No health insurance benefits are available.

Generous time off includes over 30 days of vacation annually.

Pay: $41,600.00 per year

Benefits:

• Paid time off

Work Location: In person

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